The short answer
Digitizing an invoice in Vacly means uploading it, letting the AI read the tax ID (NIF), bases and VAT, confirming the grouping, approving the document and then generating or reviewing the journal proposal. That same data feeds the period VAT summary (output against input). It is not a filing with the tax agency.
If you want what issued-and-received invoicing software is, that is [Issued and received invoices](/blog/software-facturas-emitidas-recibidas). This article is the how: the steps on [Invoices](/producto/facturacion/facturas-unificado), [Pre-accounting](/producto/contabilidad/precontabilidad) and [Taxes](/producto/fiscal/impuestos).
Facturación is priced in Soles, pay-as-you-go. 15-day trial. A proposal is not a closed entry: until a person validates it, do not treat it as posted. The VAT summary does not replace official filing.
Where do you start digitizing invoices in Vacly?
You start in Invoices, not in a quarter-end spreadsheet. The document comes in, is read and is reviewed. Then the same data is used to propose a journal entry and to show period VAT.
- 1. Open [Invoices](/producto/facturacion/facturas-unificado). That is the upload zone and the list (All, Sales, Purchases, Expenses, Non-deductible, Unclassified).
- 2. Load the document (drag or select). You can also open Correo, connect Gmail or Outlook and press Sincronizar correo. From email the system processes the attached PDF.
- 3. The run marks Subiendo, Preparando, Extrayendo and Revisión. While it extracts, you see live grouping. If you stop, you can return with Revisar agrupación or Abrir revisión.
- 4. Confirm the grouping (Facturas, Gastos or Otros; issued, received, doubtful or duplicates). Then approve or reject in Revisión. Approving stores the data; it does not close the books.
- 5. That history is what [Pre-accounting](/producto/contabilidad/precontabilidad) and the [VAT summary](/producto/fiscal/impuestos) read. The period register, if you need it, is a different article: [invoice registers](/blog/libros-registro-facturas-expedidas-recibidas).
How do you load the document, and what does the AI do?
The bottleneck is not saving the file. It is turning tax ID, bases and VAT into data you can review, filter and reuse.
- The drop zone says Arrastra y suelta tus facturas, or click to select. It shows PDF, JPG, PNG and WEBP. You can upload several files at once, including a multi-page PDF. If the zone is hidden, press Subir facturas.
- The product accepts PDF, image or XML (Facturae too). The AI reads tax ID (NIF), bases and VAT. That saves typing; it does not replace checking that the total matches the document.
- In Correo: Conectar Gmail or Conectar Outlook, then Sincronizar correo and Procesar. The attachment that enters that way is the PDF. Images in the email are not imported.
- If there are pending documents from the document inbox, the Pendientes badge appears. If there are duplicates to resolve, Duplicadas. Do not ignore those two warnings before you trust the period.
- Extraction groups pages. You see Páginas, A extraer, Emitidas, Recibidas and, when they apply, Dudosas or Duplicadas. You can move pages between groups and reclassify. Confirmar agrupación is the step that opens content review.
How do you review, classify and catch duplicates?
The AI reads. You confirm. If a received invoice is left as issued, period VAT flips. If the same PDF lands twice, the quarter is a lie.
Batch review
After you confirm grouping you enter Revisión. You see the document and the fields (supplier, customer, tax ID, number, taxable base, VAT amount, total). Approve or reject one by one, or Aprobar todas / Rechazar todas for the current filter.
Issued or received
Each invoice is Emitida, Recibida or Sin clasificar. In the list the segments are Ventas and Compras. In the VAT summary, unclassified rows ask you to set the type: if you do not, the balance does not add up.
Duplicates and export
The system flags duplicates in grouping and in the list (Revisión pendiente). When invoices are approved, Exportar produces Excel, CSV or Sage. The file comes out; it is not sent to the AEAT.
How does that feed create pre-accounting and the VAT summary?
The invoice history is the same feed. Pre-accounting proposes a journal entry. Taxes shows output and input VAT. Neither files the return.
- In [Pre-accounting](/producto/contabilidad/precontabilidad) you see Con asiento and Sin asiento. If there is no proposal, Generar propuesta de esta factura (or in a batch). Then Revisar: proposed entry, accounts, debit and credit. Validar, Marcar pendiente or Excluir. Until a person validates, do not treat it as posted.
- The proposal may ask for an answer (account, deductibility, new counterparty) before Validar. Plan contable y reglas is configured separately. A created rule applies to later proposals; it does not silently rewrite the past.
- The [VAT summary](/producto/fiscal/impuestos) (and the Resumen IVA view on the list) starts from the invoices: output VAT, input VAT and the balance. The formula on screen is Repercutido minus Soportado, result of the filtered period. Labels: IVA a ingresar, IVA a compensar or IVA compensado. How to read that view: [period VAT summary](/blog/resumen-iva-impuestos-periodo).
- Export to Sage, CSV or Excel. It is a file for the advisory firm or the accounts package. We do not claim a live push to a3 or Holded.
- Vacly does not file with the AEAT. Pre-accounting does not post on its own. The summary does not replace form 303 or the settlement. VeriFactu, if you use it, is not this screen.
FAQ
What is the real working order?
Upload (drag, click or Correo), wait through Subiendo / Preparando / Extrayendo, confirm grouping, approve in Revisión, then open Pre-accounting or the VAT summary. Do not start with the journal entry if the document is not approved.
Does the AI leave the invoice ready to post?
No. It reads tax ID, bases and VAT and proposes. You approve the document and, in Pre-accounting, review the entry and press Validar. Without that human confirmation it is not posted.
Which formats can I upload?
The drop zone shows PDF, JPG, PNG and WEBP. The product also accepts XML and Facturae. From Correo it processes the attached PDF.
Does the VAT summary file form 303?
No. It shows output VAT, input VAT and the period balance from invoices (and settlements, in Fiscal). It does not replace official filing. Filing, if it applies, is done by you or your adviser.
Can I export to Sage?
Yes. Sage, CSV and Excel, from review or from Pre-accounting. The file leaves the module; that is not an AEAT filing and not a live ERP push to a3 or Holded.
What does it cost and how do we try it?
Facturación is priced in Soles, pay-as-you-go. The trial is 15 days.
How Vacly Facturación handles this
On [Invoices](/producto/facturacion/facturas-unificado) you drag a PDF, image or XML (Facturae too), or you come in through Correo. The AI reads tax ID, bases and VAT, groups pages and marks issued, received or duplicate. You approve in Revisión. That history feeds [Pre-accounting](/producto/contabilidad/precontabilidad) (a journal proposal a person validates) and the [VAT summary](/producto/fiscal/impuestos) (output and input VAT for the period). The what and why are in [issued and received invoices](/blog/software-facturas-emitidas-recibidas). Priced in Soles, pay-as-you-go. It does not file with the AEAT. 15-day trial.